How to Archive email in MAC Outlook 2011 PDF Print E-mail
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Sunday, 29 September 2013

Export or manually archive Outlook items


An easy way to reduce the size of your Inbox is to export — manually archive to an Outlook for Mac Data File (Outlook for Mac Data File: A file exported by Outlook for Mac that contains a user's e-mail messages, contacts, calendar events, and other information. An Outlook for Mac Data File can be used as an archive or to transfer data between computers.) (.olm) on your Mac — your e-mail messages, contacts, and other items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.). You can still access this data at any time, and you can even transfer individual items, or the entire Data File, to Outlook for Mac on another computer. For information on how to access the data in an Outlook for Mac Data File (.olm), see Import information into Outlook.


 Note   In Outlook for Windows, older Outlook items are archived automatically on a regular interval, also known as AutoArchive. This is not available in Outlook for Mac, but you can export archive data first and import back.


Do any of the following:


Export to an Outlook for Mac Data File


When you export to an Outlook for Mac Data File, you can choose to filter information by category or by item type. For example, if you want to transfer networking information from your work computer to your home computer, you could export only items that you've assigned to the Networking category. Similarly, you might want to export all your contacts on your home computer and then import them on your work computer. During the export process, you can choose to keep the exported items in Outlook, or to delete them after they are exported.


1.     11. On the File menu, click Export



2.     Click Outlook for Mac Data File. 

3.     Select an option to filter by category or item type.

To export all items in Outlook, click Items of the following types, and then select all the check boxes.



4.     Click the right arrow to continue, and then follow the instructions.


The Outlook for Mac Data File uses the .olm extension. 


• If you have a Microsoft Exchange account or directory services account, contacts from the directory are not exported. Similarly, items that are stored in public folders are not exported.
• An Outlook for Mac Data File does not contain account settings or your Outlook preferences



Import to an Outlook for Mac Data File


1.      On the File menu, click Export.



2.      Click Outlook Data File (.olm)



3.      Find your .olm file



4.    You will find your archived mail in right side.




5.    Now, you can move your mail to this archive folder list. 


Last Updated ( Wednesday, 18 June 2014 )
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